Explain briefly the procedure for handling such unidentified incoming mail in an office ?

if you are using exchange server2007/2010, you can setup edge transport server to handle unidentified emails.trusted domains and spam filtering is available builtin in exchange sevrer.on the client side best way is to never open the email, and add that sender in block list/spam list.

If you receive marketing by email that you don’t want from an identifiable and legitimate, you should first use the ‘unsubscribe’ link or email the organisation to ask them to stop (remembering to keep a copy of any correspondence). Tell the sender about the problem and allow them time to put things right.

Legitimate, well-known companies will offer opt-outs, and in many cases things can be resolved quickly without us getting involved.

However, if you are not sure whether the email is genuine, or if it comes from a company you do not recognise, you should avoid replying or clicking on any link as this might confirm your email is live.

1. Use a spam email filter on your computer. These are programs which work with your email package to sift through new emails, separating spam emails from wanted emails and blocking them. Most packages are successful although sometimes block good email too. Also, they can’t stop the spam emails being downloaded before being blocked.

2. Keep your systems well maintained. Hackers and spammers can exploit software problems, so most software companies issue product updates and patches that fix known problems.

3. Check privacy policies and marketing opt-outs carefully. If you buy something online or subscribe to a service, check the company’s privacy policy before giving your email address or any other private information. Consider how the company uses your information and whether they might send it to other people within their organisation or to other organisations.